For Spring 2017, one of the OME development sprints will include the ability to explicitly create and tag a 'template' in your OME account that can be recycled to pre-fill metadata elements that may be common to multiple records you create (e.g., contact information, keywords, entity & attributes that are shared by multiple datasets). Right now, however, there is an alternative and easy way to create a kind of template that will serve the same purpose.Yes! The new OME Dashboard includes an option called 'Duplicate Record' that will enable you to easily create a reusable template to pre-populate fields that are common to multiple metadata records.
CREATE YOUR TEMPLATE:
- Choose 'create a new record' from the OME main screen. You will have to make a decision as to whether your template will be a Core CSDGM or a Biological Data Profile template, based upon which flavor of the standard you use most often; however, there is a workaround to change a template from Core to BDP, which will be explained at the end of this document.
- Once you have your new record open, give your template a title, e.g., 'Core CSDGM Record Template' or 'BDP CSDGM Record Template.'
- Fill in any fields that you believe will be shared across records you create. As a best practice, Quick Save after each tab in which you enter metadata.
- Do a final Quick Save. Your template is now ready to use.
USE YOUR TEMPLATE:
There are currently 2 ways to utilize this template record within the OME. The method you choose will depend upon your personal preference, as well as whether you want to share the template with other colleagues who may also be developing metadata for your center or program.
Option 1: A template that 'lives' inside your OME account. This option works well if you don't need to share your template with others, and if the OME is your primary tool for creating metadata.
Whenever you open an existing record, change the Title of the record, and then Save, you are performing a 'Save As'; in other words, you are creating a new record with this new title, while maintaining the original version of the record with its existing title in your account. (NOTE: as of this time, you cannot delete records, including 'old versions,' from your account yourself; this capability will be added in Spring 2017). This behavior can be leveraged to use an existing record - your template - and edit it to generate a new record for a specific dataset.
- From the OME main page, find your Template in your dropdown menu of Existing Records, and choose Load Record.
- Edit the Title of the Template to reflect the title of the new dataset you need to describe. Click Quick Save. You have now started a new metadata record for your new dataset; your Template is preserved in its original state.
- Continue to edit and generate new metadata for your new dataset.
Option 2: A template that lives outside of the OME as an XML file on your local drive. This option works well if you want to share your template with colleagues, or if you often move between metadata editors (e.g., you want to start your metadata in the OME, but you may finish it in an XML editor, TKME, or the Metadata Wizard).
- If you have just finished and saved your metadata template, click 'Download Draft XML Without Validating.' If you have previously 'Save(d) & Close(d)' your Template, Reload it, and then click 'Download Draft XML Without Validating.'
- You now have a copy of your Template on your local drive. You can share it with colleagues, or open it in other XML editors.
- To use your Template to create a new record in the OME, login to the OME, and from the Main screen, go to 'Upload an Existing CSDGM File' and choose the version of the CSDGM (Core Schema or BDP) that matches the Template you are using.
- When the editor launches with your template pre-filling your default values, edit the Title of your metadata record to match the title of the dataset you will be describing. Click Quick Save. Your new record has now been started.
I created my Template using 'Core CSDGM,' but now I need to write a record that complies with the Biological Data Profile. How can I re-use my Core CSDGM Template to do this?
You will need to use Option 2 to convert your Template from one version of the CSDGM to the other. After following the instructions for Option 2:
You have two options for creating a template:
Option 1: Create a New Template From Scratch
- Choose 'Create New Record' and the appropriate CSDGM profile. Note that if you generate records in both the Core CSDGM and in the CSDGM Biological Data Profile, you will need to create two templates, one for each standard type, since you are locked in to a particular version of the standard as soon as you 'Create New Record.'
- Give your record a title that will make it easy to recognize as your template, e.g., My Metadata Template, My CSDGM BDP Template, etc.
- Populate any fields in this record that are common across many/all of your records. Common fields can include things such as Contacts, Publisher, some Keywords, and Constraints.
- Save and Close your record. You'll now see the template listed among the records in your Dashboard.
Option 2: Recycle a Useful Record You've Already Completed and Validated
- Choose a record in your Dashboard that has a Status of 'Valid' and click 'Duplicate Record.' By choosing a 'Valid' record, you know that the content in this record that you want to recycle has already been run through MP and is 'clear' of any problems.
- In the 'Copy Metadata Record' pop-up box, give your copy a new title that will make it easy to recognize as your template, e.g., My Metadata Template, My CSDGM BDP Template, etc. Then select the 'Copy' button.
- You'll now see this new copy in your Dashboard view. Open this new record.
- Go through each tab in the record and strip out the full contents of any field or radio button that are unique to the original version of the record and will not be part of your template. When all that remains are the fields that will be part of your template, Save and Close your record.
USING YOUR TEMPLATE:
When you're ready to start a new metadata record, and want to use your template:
- Locate your template in your Dashboard.
- Choose 'Duplicate Record' on the Dashboard.
- In the 'Copy Metadata Record' pop-up box, give your copy the actual title of your new data release you want to begin work on. Then select the 'Copy' button.
- You'll now see a new record in your Dashboard with the title you just assigned. Click on that title to launch the record in the Editor.
- Begin to populate the record with content that is unique to your new data release.